Required Qualifications (as evidenced by an attached resume):
Bachelor's Degree (foreign equivalent or higher). Two (2) years of directly related full-time event management experience. Demonstrated experience assisting with the planning and execution of large scale complex events (250+ attendees). Proficiency in Microsoft Office Suite (Word, Powerpoint, Excel) and Email applications (Google, Outlook, etc.).
Additional years (3+) of directly related full time event management experience. Experience in an academic and/or conference center/hospitality industry. Demonstrated experience to work effectively with all levels of personnel may include i.e., department key contacts, senior level executives, elected officials and/or donors. Demonstrated experience with event invitee management databases/software systems (i.e., CVent, E-Touches, E-Pro, Veritix , Eventbrite, etc.). Working knowledge of social media platforms (i.e. facebook, instagram, etc.).
Brief Description of Duties:
The Event Coordinator collaborates with the Conferences & Special Events team to take responsibility for the planning and execution of high profile Presidential events, Commencement ceremonies and internal/external conferences/walks. Will be responsible for coordinating a broad range of event related duties to execute campus wide large scale events (in excess of 250+ attendees). The coordinator must work independently as well as within the team to manage multiple complex assignments and provide exceptional customer service in a dynamic fast changing environment. The selected candidate must possess excellent communication skills; strong technical skills to become proficient with event management databases/software systems; demonstrate strong attention to detail along with strong interpersonal and organizational skills. The coordinator is expected to be onsite during setup and day-of-events as assigned.
Responsibilities include but are not limited to conducting intake meetings and site visits to proactively participate in the program development and planning and execution of event logistics, participate and lead planning and operations meetings; serve as the liaison with University departments and vendors to communicate all event related logistics; prepare concise timelines, production schedules and running orders; secure vendors and quotes; develop event budgets; create/process vendor purchase requisitions and ensure payment processing; secure on campus and off campus facilities; arranging campus housing and/or hotel accommodations; track and oversee attendee registrations/special requests; coordination of UPD, parking and transportation services; facilitation of a/v services; processing of applicable permits; securing and reviewing catering event orders; arrange other campus resources as required; coordination of on-campus deliveries; arranging for directional signage and maps; overseeing production of print materials; securing and reviewing banquet event orders; event reconciliation including invoices and final reports; other event tasks as assigned. Event coordinator become proficient with University event management / ticket software. The coordinator is expected to be onsite during setup and day-of-events as assigned.
The Event Coordinator will assist in the planning and execution of the annual Winter and Spring Commencement ceremonies as directed. The coordinator will perform duties as assigned and will be cross trained in all aspects of Commencement to gain a strong understanding of the intricacies of these tremendous events. The coordinator will assist the planning team in troubleshooting candidate eligibility, registration issues and general questions. Work with registrar to determine eligibility and assist students. Review daily applied and registration reports. Provide customer service to students, faculty, and staff as needed.
Serve as the main point of contact for the internal/external conference/walks clients and properly communicate event logistics to respective University departments and campus resources. Coordinator must be diligent in checking academic and campus wide calendars to ensure dates/venues are available.
Assist the client in securing all permits including Environmental Health & Safety food permit, processing of NYS Liquor permit, submission of Student Affairs Request to Serve Alcohol on Campus, vendor or media permits. Ensure revocable permits and certificate of insurances are reviewed and submitted.
Provide department administrative support as needed; includes returning telephones and/or emails to provide smooth accurate flow of information for all event and customer related inquiries. Greet visitors and respond to in-person request for information. In-person inquiries field a diverse group that includes students, family members, vendors, faculty and staff. Additional administrative tasks include record retention, box management (packing and shipping) of event and conference related materials. Print event related materials as directed.
Other duties or projects as assigned as appropriate to rank and departmental mission.
This is a full-time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA. Some evening and weekend work may be required as needed.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at email@example.com .
Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollack House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.
Stony Brook University is an Affirmative Action/Equal Opportunity employer. We encourage protected veterans, individuals with disabilities, women, and minorities to apply.
If you need a disability-related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700 . In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350 . It can also be viewed online at the University Police website at http://www.stonybrook.edu/police .
Official Job Title: Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Conferences & Special Events-Stony Brook University
Schedule: Full-time Shift: Day Shift Shift Hours: 8:30 am - 5:00 pm Pass Days: Sat, Sun
Posting Start Date: Mar 11, 2019
Posting End Date: Apr 11, 2019, 3:59:00 AM
Salary: Commensurate with experience within the range of $42,000-$46,000.
Salary Grade: SL2
Appointment Type: Term
Internal Number: 1900596
About Stony Brook University
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.